Frequently Asked Questions

How do I prepare for a virtual AGM?

Preparing for a virtual AGM involves careful planning, compliance with regulations, and the right technology to ensure a seamless experience. Start by selecting a reliable virtual meeting platform that allows secure participation, voting, and real-time Q&A.

A company secretary is instrumental in managing the process. They prepare the Notice of Meeting (NOM), ensuring it includes clear instructions for online access, proxy voting, and meeting procedures. For ASX-listed companies, the NOM must be compliant with ASX Listing Rules and lodged for review.

Prior to the meeting, the company secretary coordinates with the platform provider to test the system and troubleshoot potential issues. They also prepare the board and management, ensuring they understand how to navigate the platform and present effectively.

During the AGM, the company secretary ensures the meeting adheres to the agenda, monitors voting, and records minutes. They also facilitate shareholder participation, addressing questions and managing resolutions.

Outsourcing this task to governance professionals ensures the process runs smoothly, especially for companies new to virtual AGMs. Experienced professionals provide technical and regulatory expertise, ensuring compliance while enhancing shareholder engagement in a virtual setting.